Close Work Orders

Use the Close Work Orders screen to quickly close a work order without editing the work order and change the status once the work has been completed.

The Close Work Orders screen can be accessed from the Open Work Orders screen by clicking on the Quick Close Work Order link.

Note:  If there are any miscellaneous charges on the selected work order(s) with Minimum Charge amounts that have not been fully billed to the order (as specified on the Miscellaneous Charges tab of each order), the system issues a warning when attempting to close the order.

Topics in this section are:

Quick Closing a Work Order

  1. Navigate to Product Support > Service > Work Orders.

    Open Work Orders

  2. Click the Quick close work orders link.

  3. Enter your search criteria in the appropriate fields, then click Go >>.

  4. Select the checkbox next to each work order you want to quick close and click Close Work Orders.

    The Confirmation screen appears.

  5. If you wish to create a new monthly work order, enter a Work Order Number, then click Yes.

    Printing Parameters

  6. Set the printing parameters for the work order.

  7. Complete the process in one of these ways:

    To: Do This:
    Save the information without closing the screen. Click the Save button.
    Print the work order. Click the Print button.
    To leave this screen without saving any changes. Click the Close button.

Closing Monthly Work Orders

Monthly work orders are used to track technician time spent on non-revenue producing activities such as cleaning the shop, truck unloading, or training (type MW). To make sure this time is properly expensed to the month in which it occurred these work orders should be closed at the end of each month. Either the accounting office or the service manager could perform these steps.

Monthly work orders only need one segment that has type MW. Usually this is the first segment and acts a template, so time is not posted to it.

Note:  Monthly work orders should usually be closed and billed on the last day of the month since the accounting entries happen during the first billing run after the work order is closed.

  1. Navigate to Product Support > Service > Work Orders.

    The work order listing screen opens.

  2. From the Segment Status dropdown, select Internal, then click Search.

    All internal work orders are displayed. You should be able to identify monthly work orders by a naming sequence. For example, training for October might be: "TR1026".

  3. Click a monthly work order to open it.

  4. Change the status of every segment from Internal to Closed. Or, from the Work Order Options menu, select Quick Close.

  5. Once all segments are closed, click Save & Exit.

    The system asks if you want to create a new monthly work order.

  6. Choose one of these options:

    • Click Yes on the prompt screen without typing in a number. The system gives the work order the next number in the sequence.

      However, if Validate Work Order Types and Reasons is enabled, the type code is validated and must exist.

    • Enter a name for the work order using an existing naming convention you have already created. You cannot use the same work order number you are closing; you can’t have two work orders with the same number open at the same time. The recommended naming sequence is to use two characters for the task (such as PT for personal time, or TR for training), followed four numbers representing the month/year the work is being tracked in. So training in October 2026 would be "TR1026".

Screen Description

The search fields on the Close Work Order screen are:

Field Description
Select Work Order Number Search for a work order by entering a work order number.
Select Customer Number Search for a work order by entering a customer number.
Select Type Search for a work order by entering a type.
Select Stock Number Search for a work order by entering a stock number.
Select Model Search for a work order by entering a model number.

The fields on the Close Work Order screen are:

Field Description
Order Number The number of the work order to be closed.
Customer The customer number on the work order.
Machine The machine on the work order.
Description A brief description of the work order history.

Move the cursor over an Order Number and select these options from the popup menu:

  • Edit—to edit the selected work order.

  • Print—to set print parameters before printing the selected work order.

  • Close—to close the selected work order.

Use these buttons to complete your work on the Close Work Order screen:

Button Function
Close Work Orders Closes the selected work order(s) and opens the Printing Parameters screen on the work order allowing you to configure and print the work order.
Close Closes the Close Work Orders screen and returns to the Open Work Orders screen.

Data Source: WOH

Security Switch: 810 - Product Support - Work Orders

Revision: 2026.06